2014 INDEPENDENT LIVING PROGRAM (ILP) REQUEST FOR PROPOSALS (RFP)

Transcription

1 2014 INDEPENDENT LIVING PROGRAM (ILP) REQUEST FOR PROPOSALS (RFP) Release Date: Friday, March 21, 2014 at 3 PM (Pacific Daylight Time) Deadline: Thursday, April 24, 2014 at 3 PM (Pacific Daylight Time)

2 2014 INDEPENDENT LIVING PROGRAM (ILP) RFP TABLE OF CONTENTS 1. INTRODUCTION AND FUNDING ELIGIBILITY REQUIREMENTS 2.1 Eligible Populations to be Served Eligible Proposers Eligible Projects Eligible Facilities Eligible Use of Funds PROJECT SPECIFICATIONS 3.1 Program Types Available Funding Leverage Requirement Project Term Target Population Geographic Areas Served Project Activities Program Requirements Site Control Reporting and Evaluation PROJECT PERFORMANCE OUTCOMES 4.1 Residential Stability Increased Skills or Income PROPOSAL EVALUATION PROCESS 5.1 Threshold (RFQ) Review Quality Review TECHNICAL ASSISTANCE 6.1 Proposers Conference Questions and Answers Addendums PROPOSAL SUBMISSION 7.1 Formatting Requirements Due Dates Appeals PROPOSAL CONDITIONS AND RESERVATIONS CONTRACT CONDITIONS INDEPENDENT LIVING PROGRAM (ILP) RFP PAGE 2

3 1. INTRODUCTION AND FUNDING The John H. Chafee Foster Care Independence Act of 1999 makes funds available for current and former foster youth up to age 21 to enhance their planning and preparation for independent living. Each year, the State of California receives an allocation of these funds and, in turn, allocates these funds to individual counties. In Los Angeles County, the funds are administered by the Department of and Family Services (DCFS). Up to thirty percent (30%) of each year s allocation may be used for housing assistance to former foster youth at least 18 and not yet 21 years of age. The purpose of this Request for Proposals (RFP) is to fund supportive services, operating costs, and administrative costs incurred by programs providing transitional housing to former foster youth. The County seeks the assistance and participation of community partners in serving the housing needs of former foster youth moving toward independence and self-sufficiency throughout all eight (8) Service Planning Areas (SPAs). This RFP and the housing funds distributed under it will be administered by the Los Angeles Homeless Services Authority (LAHSA) under contract with the Los Angeles County Department of and Family Services (DCFS) in partnership with the Los Angeles County Probation Department (Probation). DCFS and Probation both provide foster care services to youth and establish programs and policies to meet the needs of those youth. For this RFP, DCFS and Probation are the lead agencies for developing the policies and priorities identified herein. LAHSA brings expertise in conducting the RFP process, managing contracts, and monitoring the performance of community-based organizations providing housing and housing assistance. LAHSA is a joint powers authority created by the County and the City of Los Angeles to address the needs of homeless persons. LAHSA administers federal and local funds for housing and other services for homeless persons. LAHSA currently administers funds and contracts for housing programs serving former foster youth. ***NEW FOR THIS PROPOSAL*** Participation in the Proposers Conference is mandatory to all providers who wish to submit an RFP (See Section 6.1).. The Request For Quality (RFQ) process will serve as our Threshold Process for this RFP. The RFQ is a process which will help to ensure that agencies have core documents in place before they apply for initial funding or try to renew existing funding. It also provides a place for agencies to electronically store legacy documents to reduce duplicative processes INDEPENDENT LIVING PROGRAM (ILP) RFP PAGE 3

4 2. ELIGIBILITY REQUIREMENTS 2.1 Eligible Populations to be Served The housing and services must be provided to former foster youth, defined as follows: A person at least 18 years old and not yet 21 years old whose foster care services have terminated. Foster care services are deemed terminated as of the date that court jurisdiction over the youth is terminated, and a court order (also known as a minute order ) is issued evidencing such. Eligible youth include: a. A former foster youth who was under Los Angeles County supervision through the Department of and Family Services or the Department of Probation and was in out-of-home care after turning 16 years old; or b. A Kinship Guardianship Assistance Payment Program (Kin-GAP) is to provide the services to children who, after attaining 16 years of age, have left foster care for kinship guardianship or adoption per (Soc. Sec. Act, Sec. 477) Eligible former foster youth include the above qualifying former foster youth who: a. Were adopted after their 16 th birthday; and/or b. Have run away from placement. 2.2 Eligible Proposers Eligible Proposers include: states, units of local government, public housing agencies, private non-profit organizations, and community mental health associations that are public non-profit organizations. At a minimum, eligible Proposers must meet the following criteria: All non-governmental Proposers must have been incorporated and have been operational as a non-profit 501(c)(3) organization providing services to the target population before February 1, However, agencies that have been providing services to the target population under the auspices of another incorporated 501(c)(3) organization as of February 1, 2012 and have since obtained their own 501(c)(3) status may be eligible for funding under this RFP Have not been debarred or suspended by the Federal Government, State of California, or a local government Have no current or past contract non-compliance, non-performance, suspension or termination, or other adverse audit findings with LAHSA or any other public funding source in the past five years The Proposer must have at least twenty-four (24) months of experience providing similar housing and/or services to the target population for which funding is being requested. Especially well planned proposals may be considered even if the required twenty-four (24) months of experience has not been met at the time of proposal submission. Both the Proposer and all organizations involved in the proposed project are subject to this review INDEPENDENT LIVING PROGRAM (ILP) RFP PAGE 4

5 2.3 Eligible Projects Transitional housing programs are eligible for funding under this RFP if they propose to provide at least six (6) new or expiring beds for the target population, as defined in Section 3.5, Target Population. Note that funding under this RFP is not intended to replace funding sources for existing beds. New beds are defined as dedicated beds for the target population that did not exist before July 1, New beds include beds that existed before July 1, 2014 but were not dedicated to the target population before July 1, Expiring beds are defined as dedicated beds for the target population for which funding will cease as of June 30, 2014 and which would result in the beds being no longer available to the target population as of July 1, Eligible Facilities The facilities used to house former foster youth may provide private or shared bedrooms with no more than two (2) persons per bedroom, and may be of the following types: Single Room Occupancy (SRO)-type units; multi-family units (leased or owned, scattered-site, or in one building); shared living space containing more than two beds provided that, at a minimum, there are partitions around each bed with adequate storage space for individual belongings. Proposers are encouraged to provide housing in independent living spaces, such as apartments. If housing is provided in a group setting, 24-hour on-site supervision is required. The facilities must also provide, at a minimum, access to food and cooking facilities, laundry facilities, an accessible and working telephone, and basic furnishings provided in the housing unit. All shared bedrooms and bathrooms must be for single-sex use only. Transgender youth must be housed with and share the same facilities as the gender with which they identify. If the target population for the project proposed in this RFP is housed in the same facility as another population, the target population must be provided dedicated sleeping and bathroom areas used solely by individuals under 21 years of age. 2.5 Eligible Use of Funds Funds may be used for supportive services, operating, Homeless Management Information System (HMIS) and administrative costs, to the extent that these costs are directly related to the housing and services being provided to former foster youth. FUNDS UNDER THIS RFP ARE NOT AVAILABLE FOR CAPITAL COSTS. Ineligible costs will not be funded. If a proposed project does not include any eligible costs, the proposal will be deemed ineligible and rejected from the competition. Please refer to Section 3.8., Program Requirements, for the description of supportive services that organizations are required to provide for each program awarded funds under this RFP Allowable Costs Allowable costs are the costs associated with the day-to-day expenses of providing housing and supportive services to the target population and the tracking of those housing and services in the Los Angeles Continuum of Care (CoC) HMIS system.. For purposes of budgeting, rent costs may be considered to be the costs of operating housing. Allowable costs under this RFP include the following: Maintenance and repair Operations staff such as security, project manager, and resident manager 2014 INDEPENDENT LIVING PROGRAM (ILP) RFP PAGE 5

6 Utilities (e.g., gas, heat, electricity) Equipment (e.g., refrigerators, ranges) Supplies (e.g. for bedrooms, bathrooms, and kitchens) Insurance Food Furnishings (e.g., beds, chairs, dressers, etc.) Property taxes and assessments Operating and replacement reserves Lease costs Supportive Services staff HMIS staff Allowable costs do not include licenses, nor board of directors and officers insurance. Mortgage payments and debt service are not eligible uses of funds. Other ineligible costs include recruitment, ongoing training of staff, and fundraising Administrative Costs Administrative costs are costs associated with coordination of the program with LAHSA, and include: Preparation of progress reports Time spent reviewing/verifying invoices for grant funds and maintaining records of the use of the funds Preparation of audits Administrative costs do not include training, conferences, and fundraising activities Administrative costs cannot exceed 5% of the proposed program budget 2014 INDEPENDENT LIVING PROGRAM (ILP) RFP PAGE 6

7 3. PROJECT SPECIFICATIONS Proposers may apply for funding for multiple programs, however each proposed program must have a separate proposal submission and specify the amount requested and proposed number of beds. A Proposer cannot combine multiple programs into a single proposal submission. 3.1 Program Type Transitional Housing programs for former foster youth are eligible for funding under this RFP. The allowable length of stay in ILP transitional housing is governed by ILP eligibility requirements (eligible youth who are 18 to 21 years of age) and programs may provide transitional housing with supportive services to eligible youth up to their 21 st birthday. 3.2 Available Funding Approximately $1,846,376 is available in the form of grants for transitional housing programs. 3.3 Match or Leverage Requirement There is no specific cash match requirement for these funds. LAHSA, as best practice, asks all providers to partner with other agencies to ensure solid and robust projects that lead to stable housing outcomes. Tracking leveraged services enables providers and community partners the best view of how programs are supporting one another to achieve successful outcomes. As part of the Quality Review process (see Section 5.2), all proposals will be evaluated with regard to the level of leveraged funds that are committed to proposed projects. Selected Proposers will be responsible for providing the required supportive services described in Section 3.8 to support former foster youth in planning and preparing for independent living. 3.4 Project Term The initial project term is July 1, 2014 to June 30, 2015, with the option to renew for up to two additional one year terms, contingent upon satisfactory contractor performance and availability of funding. 3.5 Target Population The housing and services must be provided to former foster youth, defined as follows: A person at least 18 years old and not yet 21 years old whose foster care services have terminated. Foster care services are deemed terminated as of the date that court jurisdiction over the youth is terminated, and a court order (also known as a minute order ) is issued evidencing such. Foster care services include: A former foster youth who was under Los Angeles County supervision through the Department of and Family Services or the Department of Probation and was in out-of-home care after turning 16 years old; or A Kin-GAP youth who at any age resided with a related legal guardian. Eligible former foster youth include the above qualifying former foster youth who: Were adopted after their 16 th birthday; and/or Have run away from placement INDEPENDENT LIVING PROGRAM (ILP) RFP PAGE 7

8 3.6 Geographic Areas Served The project must provide transitional housing to homeless former foster youth in Los Angeles County. Proposals must clearly indicate the County Service Planning Area (SPA) in which the proposed project is located. If no proposals are received or score high enough to be recommended for funding from one or more SPAs, LAHSA reserves the right to redistribute funding to other SPAs. 3.7 Project Activities Transitional housing programs shall assist homeless former foster youth in developing independent living skills and in moving into permanent housing. The program shall provide supportive services, targeting special needs of young adults, such as developmental, behavioral, mental health, substance abuse, pregnancy and parenting issues. 3.8 Program Requirements Programs must be designed to meet the general and special needs of former foster youth, including assessment, case management, and supportive services directed at developing and improving independent living skills and economic self-sufficiency. Programs must also assist resident youth in identifying and accessing appropriate permanent housing. Staff must be knowledgeable of and experienced in working with former foster youth. If serving resident youth with special needs, staff must be experienced and qualified to provide services specific to the population being served. Proposers should consider the type of housing most appropriate to former foster youth who are transitioning to self-sufficiency. More points will be given to proposals where facility design and supervision is clearly appropriate to the level of independence needed by the target population. More points will also be given to proposals that include housing with long-term sustainability and viability (i.e., dedicated facilities and beds as opposed to master leasing). All programs are encouraged to incorporate best practices and the harm reduction model for substance users in their program design. At a minimum, agencies selected for funding are responsible for providing ALL of the following: Providing intake services to determine whether a resident youth is eligible to receive housing and services in a transitional housing program. This includes the verification of eligible former foster youth status Providing a comprehensive assessment of each resident youth s medical, physical, mental, psychosocial, and emotional health; substance abuse, domestic violence, education, and employment history; housing readiness; and legal and financial strengths and needs. On the basis of this assessment, the case manager, together with the resident youth, will develop an Individualized Service Plan (ISP) that identifies priorities, desired outcomes, and the strategies and resources to be used in attaining the outcomes Providing case management services. The goal of case management is to assist resident youth in addressing their issues by providing quality services in the most efficient and effective manner. Case management services are youth-centered activities that maximize the resident youth s physical, social, and economic well-being and assist him/her in living independently. Case management staff should possess relevant education, skills, and/or experience to assist resident youths in assessing their needs and achieving their goals. Former foster youth and their case managers will address each issue identified in their ISP, ensuring that at the time of their graduation from transitional housing, former foster youth are stable enough to move to the next level where their long-term goals may be addressed. Case managers together with the former foster youth must develop a next step plan for those who graduate from the program INDEPENDENT LIVING PROGRAM (ILP) RFP PAGE 8

9 3.8.4 Providing on-going structured independent living skills training, including but not limited to, budget planning, money management (including basic tax information), meal planning and preparation, maintenance of one s own living unit, and accessing resources. Independent living skills training must be provided in a group setting and on a one-on-one setting with each individual. Agencies must demonstrate and document the increased living skills achieved by each participant Providing job readiness and/or increased skills to improve the former foster youth s financial situation in order to increase his/her ability to live independently Establishment and management of a savings account within three months of entry within the program. The resident youth shall be required to save a portion of his/her income for future moving expenses, which will be available to him/her when exiting the program Assisting resident youths with housing readiness and placement to assist former foster youth with all the tasks involved in locating, obtaining, moving into, and maintaining decent, safe, and sanitary housing. Services include developing, preparing and training youths in searching for, securing, and maintaining their own housing and developing relationships with landlords and property managers. Former foster youths must also be trained in dealing with landlord-tenant issues Providing 24-hour staffing, either on-site or on-call. On-site staffing where feasible is strongly encouraged Ensuring that all resident youths are provided with breakfast and dinner meals. The only exception to this requirement is if the transitional housing is configured in separate apartments with private kitchens or individual rooms with large shared kitchens (SRO style). In these types of programs, youths may be responsible for planning and preparing their own meals and purchasing a portion of their own food only if this is a managed life skills enhancement component of the program. In such situations, the program must also provide specific life skills training in nutrition, food budgeting, meal planning and preparation. Additionally, Provider staff must ensure that each resident youth has access to sufficient food resources. All meals, whether provided by the program or prepared by the former foster youth, must be complete and nutritionally adequate. Furthermore, agencies must not require foster youth served under this program to surrender food stamps in exchange for meals or other services Establishing a policy for supportive services fees, if applicable. In the event agencies charge former foster youth supportive services fees, agencies must ensure that the activities for which fees are being assessed are actual supportive services and not costs associated with the operation of the facility (e.g., landscaping, security, or janitorial services). Supportive services fees are separate from rent fees and must be charged separately. In addition, the cost of providing the supportive service must be incurred by the Proposer and not be reimbursed from other funding sources. If supportive services fees are charged to participants, the following written documentation must be kept in program files: (1) the fee charged each participant and how the fee was calculated; (2) the participant s written acknowledgement of the cost; (3) the actual cost of providing the supportive service and the method used in determining the cost; (4) a determination that the fee charged each participant is reasonable based on the level of service received; and documentation showing how the combination of rent and/or supportive service does not hinder the participant s recovery to self-sufficiency INDEPENDENT LIVING PROGRAM (ILP) RFP PAGE 9

10 Establishing a policy for rent fees, if applicable. Agencies are not required to charge participants any rent. However, if rent fees are charged, agencies must clearly define standards of charging participants for rent and specify that the charge is for the rental of the housing unit in a Transitional Housing Rental Agreement. The combined total of rent and supportive services fees charged to each client cannot exceed the higher of 30% of the monthly adjusted income or 10% of the monthly gross income. If Proposer is unable to enforce the above policies due to financial limitations, LAHSA will review fees on a case-bycase basis. If rent fees are charged to participants, the following written documentation must be kept in the files: i) LAHSA s standard rent calculation form (provided with contract for funding); ii) the participant s written acknowledgement of the cost; iii) documentation showing how the combination of rent and/or supportive service fee does not hinder the participant s recovery to self-sufficiency. Agencies shall refund a minimum of 75% of the total rent and supportive service fees collected to each client upon exit from the program Maintaining policies and procedures for promptly and appropriately responding to mental health crises and issues, including procedures that ensure resident youths ability to remain in the program and receive appropriate referrals for treatment and services. Staff should have experience in understanding the conditions surrounding a psychiatric emergency or decompensation, the knowledge of the necessary assistance to help and support the resident youth at the time of the crisis, and the ability to provide that assistance or contact the appropriate entity to provide that assistance Maintaining policies and procedures for drug and/or alcohol use, including procedures that ensure resident youths ability to remain in the program and receive appropriate referrals for treatment and services Maintaining policies and procedures for protecting the privacy and confidentiality of resident youth Maintaining policies and procedures for ensuring the safety and security of staff and resident youth, including policies addressing violence and the sale and use of substances Defining and maintaining policies regarding length of stay Maintaining grievance procedures Providing housing facilities that include, at a minimum: (1) housing that is clean, safe, and comfortable, with adequate lighting, heating, toilet and bath facilities; (2) an individual bed and linens for each resident youth; (3) access to food and cooking facilities; (4) laundry facilities; (5) an accessible, working telephone; (6) and basic furnishings provided in the housing unit. All bedrooms and bathrooms must be for single-sex use only Providing housing facilities that are within a reasonable proximity to neighborhood amenities. Neighborhood amenities include educational facilities, parks, health care facilities, public transportation, community services, grocery stores, shopping centers, and facilities essential to resident youths case management, employment, and social services needs Ensuring that all housing facilities are in good repair, free of leaks, and provide adequate heat and ventilation. Housing facilities must meet all local building, health, and safety standards Ensuring that program participants sign a housing contract that clearly states the transitional housing program s rules, including but not limited to ILP guidelines, program violation warnings and termination procedures INDEPENDENT LIVING PROGRAM (ILP) RFP PAGE 10

11 Submitting to DCFS, Probation, and LAHSA all required program reports in a timely manner Ensuring timely expenditure of grant funds. Funds not utilized in a timely manner are subject to recapture. 3.9 Site Control Proposers must obtain site control and present proof to LAHSA with proposal Reporting and Evaluation HMIS Participation Agencies selected will be required to use the Los Angeles Continuum of Care (CoC) Homeless Management Information System (HMIS). Failure to input complete, accurate and timely resident youth information on HMIS may result in payment suspension and/or contract termination Data Integrity Requirements Agencies are required to input data on a continuous basis. Data must be entered within 3 days of program enrollment or the provision of a service. Agencies are required to run the Data Integrity Report (DIR) on the last day of each month of service and all errors identified must be corrected by the seventh day of the following month. In addition, agencies are required to complete quarterly and annual performance reports through the Homeless Management Information Systems (HMIS). Results from the quarterly and annual performance reports may result in required programmatic changes. Failure to input complete, accurate and timely resident youth information on HMIS may result in payment suspension and/or contract termination. 4. PROJECT PERFORMANCE AND OUTCOMES The program will provide transitional housing and services to former foster youth. The Providers will document the number of people who exit the program. The project performance outcomes and measurement standards are subject to change upon written notice by LAHSA, and are as indicated by the Funder. 4.1 Housing Stability Goal For each operating year, 65% of the participants will be placed in permanent housing upon exit from the program. 4.2 Increased Income and Mainstream Benefits For each operating year, 30% of the participants exiting the program will increase their employment income For each operating year, 60% of the participants exiting the program will increase their overall income (includes cash benefits such as GR, SSI, SSDI, etc.) For each operating year, 60% of the participants exiting the program will obtain non-cash, mainstream benefits (includes SNAP Food Stamps, WIC, Medicare, Medicaid, etc.) INDEPENDENT LIVING PROGRAM (ILP) RFP PAGE 11

12 5. PROPOSAL EVALUATION PROCESS All organizations are required to complete a Request for Qualification (RFQ) process. The new RFQ process establishes a basic competitive foundation for all agencies by gathering required core proposer documents (core document listing in Attachment 14) prior to the submittal of a proposal. It also provides a place for agencies to electronically store legacy documents to reduce duplicative processes. Agencies that complete the RFQ process before an RFP is released will be better able to focus more specifically on the RFP program design. The RFQ process will serve as our Threshold Process for this RFP. The RFQ process must be completed by all applicants within 21 days of the release of this RFP. The evaluation of projects will be conducted in two phases, Threshold (RFQ) Review and Quality Review. The work of each phase will be done by a team composed of LAHSA staff, consultants, or staff from other public agencies and organizations. THRESHOLD (RFQ) This is a review for satisfaction of LAHSA threshold requirements for completeness, proposer eligibility, and project eligibility as specified below. Projects that pass Threshold (RFQ) Review will be moved forward in the process to be scored by an evaluation panel under the Quality Review phase. Under this RFP, the lead proposer is the primary applicant and a subcontractor receives funds from the lead proposer. The lead proposer and any subcontractors will be subject to review as specified below: QUALITY - Proposals that meet all threshold (RFQ) requirements will be evaluated for satisfaction of the quality criteria detailed below. Quality Review assesses program design, experience and program capacity, community integration, HMIS utilization and quality, budget and financial stability, past performance on outcomes, project readiness, and facility. Each proposal s content, responsiveness, conciseness, clarity, relevance, and strict adherence to the instructions in this RFP will be considered when scoring each category. Final scoring will be based on the proposal as submitted. 5.1 Threshold (RFQ) Review Proposals must meet the following eligibility criteria: Request for Qualification (RFQ) All Proposers and intended partners or contractors must complete the required RFQ process and upload all required documents into the established LAHSA on-line FileShare account and transfer documents to the corresponding on-line folders (core document listing in Attachment 14) Proposal Completeness Proposals that do not include all of the documents that demonstrate applicant eligibility, project appropriateness, and project leveraging as detailed below will be eliminated at LAHSA s sole discretion Proposal Eligibility Proposals must meet the eligible specifications outlined in Section 2.2 of this RFP INDEPENDENT LIVING PROGRAM (ILP) RFP PAGE 12

13 5.1.4 Facilities The proposal must submit initial documentation as stated in this proposal (Attachment 10) demonstrating the ability to secure the physical housing site for the duration of the contract period and be ready to begin operations at the time of program start. The facility and physical layout of any and all proposed sites must be appropriate for providing the services required in all other areas of this RFP Technical Population Specifications Proposal must meet program technical specifications including, but not limited to the following: The activities for which funding is requested must be eligible under this RFP, the project target population must meet the eligibility requirements in Section 2, and proposed timelines for all activities must be consistent with program regulations Technical Infrastructure Lead proposers and any subcontractors must be enrolled in or have the technical infrastructure available to implement the Los Angeles Continuum of Care s Homeless Management Information System (Attachment 8A and 8B) Technical Site Specifications The facility and physical layout of any and all proposed sites must be appropriate for providing the shelter required under the program (Attachment 10). Additionally, proposer will be required to upload Certifications of Occupancy and any applicable licenses into the FileShare account during the RFQ process Ineligible Proposers Lead proposers and any subcontractors on probation with LAHSA are ineligible to apply for any new funding. Lead proposers and any subcontractors must not have had any unresolved adverse fiscal, reporting, or program issues with any of its current or past funding sources in the past five years (see Section 2.2) Americans with Disabilities Act (ADA) Compliance Proposers must be in compliance with the Americans with Disabilities Act of 1990 in the areas of program access, physical access, communications access, and employment practices (Attachment 15) Lead proposers and any subcontractors must not have a history of contract suspension or a contract termination for cause by LAHSA or any other funding source, or outstanding financial obligations with LAHSA that have not been adequately resolved with LAHSA or any other funding source. In the event that the proposer has had any of its contract(s) with LAHSA suspended or terminated, it shall not be eligible for funding under any RFP released by LAHSA for a period of five (5) years starting from the effective date of suspension or termination. LAHSA staff will report the results of the threshold review to the LAHSA Programs and Evaluation Committee. Proposers that are unsuccessful in passing threshold may appeal to the Programs and Evaluation Committee as described in Section 7.3. Proposals that do not pass threshold will be eliminated at this stage and will not proceed to quality review INDEPENDENT LIVING PROGRAM (ILP) RFP PAGE 13

14 5.2 Quality Review A proposal must receive a score of 75 points or more in order to be included in the ranking of projects recommended for funding. A proposal listed on the ranking list is only deemed eligible for funding under this RFP, and does not guarantee that the proposal will be recommended for funding or awarded a contract. In determining the final rank order, LAHSA reserves the right to adjust the rank order to address geographic need, parity, and population(s) served, past performance, and other Los Angeles Continuum of Care priorities. All recommendations will be based on the availability of funds at the time of award announcements. Category Program Design Experience and Program Capacity Community Integration HMIS Utilization & Quality Budget & Financial Stability Past Performance on Outcomes Project Readiness/Facility Total Maximum Points 25 Points 20 Points 15 Points 15 Points 10 Points 10 Points 5 Points 100 Points Program Design (25 Points) The Application will be evaluated for an appropriate and comprehensive approach to using progressive engagement strategies and addressing the intervention levels of the population it intends to serve. (Attachment 5) Proposal must demonstrate that there is a strong understanding of the population to be served of progressive engagement and the needed community partnerships. Proposals must indicate that they will use the Assessment Tool to triage participants to the most effective interventions. Programs should be integrated to local outreach efforts to ensure effective engagement of the target population Experience and Program Capacity (20 Points) The Application will be evaluated for the experience, capability and capacity of the proposer, collaborators, partners, and key subcontractors to implement and administer the proposed project. If the proposal is a formal collaboration between agencies, then the multi-agency scores will be averaged. The proposer s performance under other LAHSA contracts and previous awards, as well as the proposers demonstrated capacity to enter into a large government contract, will also be taken into consideration. Beyond the length of time providing service to the homeless in general, the panel will look at the proposer s experience working directly with the proposed population. Of critical importance is the experience directly related to carrying out the proposed project. (Attachment 4) 2014 INDEPENDENT LIVING PROGRAM (ILP) RFP PAGE 14

15 5.2.3 Community Integration (15 Points) The Application will be evaluated for the proposer s ability to demonstrate a clear collaboration with non-traditional partners. Non-traditional partnerships can include formal partnerships between non-profit organizations and governments, the for-profit business sector, academic community, and/or the faith-based community, etc. Partnerships must be a new relationship for the proposer with each partner playing a central role in directly impacting service delivery and performance. Proposals should clearly articulate the rationale behind the partnership and present a clear plan on how the partnership will lead to building capacity in the region, and how the partnership will more effectively meet the housing and services needs of the population. (Attachment 6) Proposals will be evaluated on originality, the strength of the partnership s implementation plan, the long-term sustainability of the partnership, potential for impact on the proposed region, and the demonstration of evidence-based practices utilized in the development of the proposal. (Attachment 6) HMIS Utilization & Capacity (15 Points) Proposers must demonstrate a clear ability to utilize HMIS and, Demonstrate quality of data (Attachment 8A and 8B) Budget & Financial Stability (10 Points) The Application will be evaluated for the feasibility, cost-effectiveness, reasonableness, and accuracy of the budget. The Panel will also assess the cost effectiveness of the budget and the extent to which additional funding and resources are committed to the proposed project. (Attachment 9) The Application will be evaluated for cost efficiency by comparing the amount requested to the number of beds/units and/or the level of services provided. (Attachment 9) The Application will be assessed for the financial stability of proposer agency. Application will describe and specify the source and dollar amount of other public and private funding and resources that will be or have been leveraged to complete the proposed project. The budgets must be for the entire program with other sources shown as leveraged funding. Strength of financing commitments will also be considered. (Attachment 9) Past Performance on Outcomes (10 Points) The Application will also be assessed for the ability of the proposer to meet outcomes. Programs that demonstrate the ability to meet outcomes, will achieve higher scores than programs that do not. The Panel under this RFP reserves the right to verify information submitted in the proposal. The proposer agrees that the Los Angeles Continuum HMIS System will be the primary source of verification of program performance and outcome data for programs funded by LAHSA. Proposers must submit back-up documentation for both LAHSA funded and non-lahsa funded program outcomes as requested in the RFP process. The Panel reserves the right to request additional data to verify information submitted with the proposal, at its sole discretion. If the information in the proposal cannot be verified and if determines the errors are not willful, the panel reserves the right to adjust the rating points awarded. Proposers agree to provide access to records to allow the panel to verify any reported outcomes pursuant to this element. (Attachment 7) 2014 INDEPENDENT LIVING PROGRAM (ILP) RFP PAGE 15

16 5.2.7 Project Readiness/Facility (5 Points) The proposal must submit initial documentation as stated in this RFP demonstrating the ability to secure the physical site(s) for the duration of the contract period and be ready to begin operations at the time of program start. The facility and physical layout of any and all proposed sites must be appropriate for providing services and housing required in all areas of this RFP. (Attachment 10) 6. TECHNICAL ASSISTANCE 6.1 Mandatory Proposers Conference IMPORTANT: Any proposal that is submitted for the RFP process by an agency that was not in attendance at the Proposers Conference will be disqualified and not accepted for review. LAHSA will be hosting a mandatory Proposers Conference for all potential Proposers, which may be attended in person, or via teleconference call-in. Pre-registration is not required. Teleconference call-in number will be posted on LAHSA s website. LAHSA Proposers Conference April 1, :00 PM to 3:30 PM Los Angeles Homeless Services Authority 811 Wilshire Blvd., 6th Floor, Los Angeles, California Parking is available in nearby lots. Parking validation will not be provided. Upon request, sign language interpreters, materials in alternative formats and other accommodations are available to the public for LAHSA meetings. All requests for reasonable accommodations must be made at least three working days in advance of the scheduled meeting date. For additional information, contact LAHSA at (213) or TTY (213) Questions and Answers After the Proposers Conference, written questions regarding this RFP may be submitted to LAHSA for a written response that will be posted on the LAHSA website. Proposers are responsible for checking the LAHSA website to obtain current information and responses. Any omission or error made by any Proposer under this RFP for failure to obtain information posted regarding this RFP on the LAHSA website at is the sole responsibility of Proposer and is not a basis for appeal of any adverse score or evaluation under this RFP. Questions must be ed to fundingopportunities@lahsa.org with Independent Living Program RFP in the subject line. All questions must be RECEIVED prior to 3:00 PM on Tuesday, April 8, Responses will be posted on the LAHSA Website Hwww.lahsa.orgH no later than 5:00 PM. on Monday, April 14, LAHSA shall not be obligated to answer any questions received after the above-specified deadline or any questions submitted in a manner other than as instructed above. Oral comments or responses to inquiries shall not be binding on LAHSA INDEPENDENT LIVING PROGRAM (ILP) RFP PAGE 16

17 6.3 Addendums If it becomes necessary for LAHSA to revise any part of this RFP, or to provide additional information or clarification after the RFP is released, a written addendum will be posted on the LAHSA website Hwww.lahsa.orgH. It is the responsibility of the Proposer to check the LAHSA website prior to submission of any proposal under this RFP to ensure an addendum or information made publicly available on the website is reviewed. If a prospective Proposer cannot access the addendums from the LAHSA website, the Proposer may call and request that a printed copy of any addendum be mailed via first class mail within 24 hours of date and time of call to LAHSA. LAHSA is not responsible for information not received by callers when requested within 7 days of the due date of the proposal under this RFP. 7. PROPOSAL SUBMISSION Proposers must submit one (1) original and one (1) copy of the complete proposal. The original must be marked Original on the upper right side of the cover and must bear the actual wet signatures of the person(s) authorized to sign the proposal. The copy must be numbered on the upper right hand side of the cover to indicate Copy No. 1. Proposers must also submit one complete copy in electronic format such as CD, memory stick or external hard drive, and upload a complete copy to the agency FileShare account. The electronic and hard copy shall be identical to the original document in order to be reviewed, including having each tabbed document individually saved. Prior to submission, please review all copies of your proposal for consistency and proper order. 7.1 Formatting Requirements Proposers must submit a separate complete proposal for each program type and/or location for which they apply Documents must be in 12-point font with margins of no less than 1 margins on all sides. Text may be single-spaced, double-spaced or spaced one and one half space. Format must be reader friendly to facilitate easy review. Paragraphs must be clearly distinguishable. Use of bolding where appropriate to highlight key ideas is encouraged. Proposals must be written in English Proposal responses must comply with the requirements detailed in this document. Proposals that are incomplete, out of order, have inadequate number of copies, lack required attachments, or have other content errors or deficiencies will be rejected. Contextual changes and/or additions to the proposal after the deadline will not be accepted The proposal must be submitted in the legal name of the corporation. Proposals must be signed by authorized representative(s) of the Proposer organization who have legal authority to enter into a contract agreement with LAHSA INDEPENDENT LIVING PROGRAM (ILP) RFP PAGE 17

18 7.1.5 Proposals must be submitted in a securely fastened format. Each page of the proposal, including exhibits, must be numbered sequentially at the bottom of the page to indicate Page _ of _. The proposals must contain tabs marking each required attachment or section of the application. The original should be submitted in a tabbed binder, preferably the smallest size binder that will hold the proposal. The copy should be fastened with a binder clip and should include tabbed dividers. Proposals that are not fastened are not sequentially numbered pages or are not tabbed, may not be accepted Proposers must also submit one complete copy in electronic format such as CD, memory stick or external hard drive, and upload a complete copy to the agency FileShare account. The electronic and hard copy shall be identical to the original document in order to be reviewed, including having each tabbed document individually saved. 7.2 Due Dates Proposals submitted in response to this RFP will be due in accordance with the following dates: All proposal packets must be RECEIVED by hand delivery, mail, or messenger in the LAHSA office no later than 3:00 PM (Pacific Daylight Time), Thursday, April 24, Applications will not be accepted via facsimile. Proposals received after 3:00 PM. (Pacific Daylight Time), Thursday, April 24, 2014 will not be accepted. Amendments and/or addendums submitted to LAHSA after the proposal deadline will be returned without review. However, LAHSA reserves the right to request clarification of unclear or ambiguous statements made in the proposal. Submit proposal packets to: 7.3 Appeals 3B2014 Independent Living Program RFP Attn: Nancy Neilson Los Angeles Homeless Services Authority 811 Wilshire Blvd., 6 th Floor Los Angeles, CA After both the Threshold (RFQ) and Quality phases of the Proposal Evaluation Process, LAHSA staff will notify all Proposers of its findings and recommendations. All appeals must be submitted in writing. Proposers under this RFP may only submit process appeals which are claims that LAHSA failed to abide by its own established procedures in making funding recommendations. A disagreement with the number of points awarded will not be sufficient basis for an appeal. Appeals based on the outcome of the decision-making process will not be accepted. Within two (2) business days after notice of staff recommendations, the unsuccessful Proposer must file a written statement specifying the grounds for appeal. The appeal shall be limited to two (2) typed pages and must clearly state the grounds on which the appeal is based INDEPENDENT LIVING PROGRAM (ILP) RFP PAGE 18

19 Appeals will be presented to the Programs and Evaluation Committee of the LAHSA Commission. Decisions made by the Programs and Evaluation Committee with regard to threshold will be final. In the event the Programs and Evaluation Committee is unable to hold a timely meeting to address any appeals, the final decision will be made by the LAHSA Commission. Written appeals are to be addressed as follows: Kerry Morrison, Chair, Programs and Evaluation Committee Re: RFP Appeals (Independent Living Program) Los Angeles Homeless Services Authority 811 Wilshire Blvd., 6 th Floor Los Angeles, CA INDEPENDENT LIVING PROGRAM (ILP) RFP PAGE 19

20 8. PROPOSAL CONDITIONS AND RESERVATIONS A. All costs of proposal preparation shall be borne by the Proposer organization. LAHSA shall not, in any event, be liable for any pre-contractual expenses incurred by the Proposer in the preparation and/or submission of the proposal. The Proposer shall not include any such expenses as part of the budget in the proposal. B. Submission of a proposal shall constitute acknowledgement and acceptance of all terms and conditions contained in the RFP. C. Submission of a proposal shall constitute a firm and fixed offer to LAHSA that will remain open and valid for a minimum of 90 days from the application submission deadline. The proposal should always include the Proposer's best terms and conditions. D. The proposal must set forth full, accurate, and complete information as required by this RFP. No changes or additions are allowed after the proposal deadline. E. LAHSA does not certify, license or endorse grant writers. Proposers are free to select any grant writer. The responsibility for the performance of the grant writer rests with the Proposer. F. Responses to this RFP become the exclusive property of LAHSA. All proposals will be considered public documents, subject to review and inspection by the public at LAHSA s discretion, in accordance with the California Public Records Act and other applicable laws. Exceptions will be those pages in each proposal which are defined by the Proposer as business or trade secrets and are marked as TRADE SECRET or CONFIDENTIAL. LAHSA shall not in any way be liable or responsible for the disclosure of any such records, including, but not limited to, those so marked if the disclosure is deemed to be required by law or by court order. Selection or rejection of a proposal does not affect these rights. G. LAHSA reserves the right to communicate in writing with funders or agencies associated with the Proposer to obtain additional clarification of design of program, or Proposer fiscal and programmatic capacities, and to utilize this information in the evaluation process. H. LAHSA reserves the right to conduct site visits of all proposing agencies. I. LAHSA reserves the right to extend the RFP submission deadline should such action be in the best interest of LAHSA. Proposers may revise and re-submit their proposal in the event the deadline is extended. J. LAHSA reserves the sole right to reject any or all proposals received in answer to this RFP if it is deemed inappropriate or incomplete, it fails to comply with any instruction contained in this RFP, or is not in the best interest of LAHSA. K. LAHSA reserves the right to withdraw this RFP at any time without prior notice. The RFP may be withdrawn if funds are not made available. Further, LAHSA makes no representation that any contract will be awarded to any applicant responding to this RFP. LAHSA reserves the right to reject any or all submissions. L. LAHSA reserves the right to negotiate services and costs with Proposers, including revision of program design as necessary to better meet LAHSA, City of Los Angeles, County of Los Angeles, or HUD requirements. M. A Proposer shall not be recommended for funding, regardless of the merits of the proposal submitted, if it has a history of contract non-compliance with LAHSA or any other funding source, a contract suspension, a termination for cause by LAHSA or any other funding source, or outstanding financial obligations with LAHSA that has not been adequately resolved with LAHSA or any other funding source. In the event that the Proposer has had any contract(s) with LAHSA suspended or terminated, it shall not be eligible for funding 2014 INDEPENDENT LIVING PROGRAM (ILP) RFP PAGE 20